The Elgin Committee of the Whole met Saturday, May 7.
The Elgin Committee of the Whole is a less formal meeting of the City Council, which gives members an opportunity to discuss items and ask questions. Meetings are held at 6 p.m. on the second and fourth Wednesday of the month in the City Council Chambers of City Hall, at the Robert Gilliam Municipal Complex, 150 Dexter Court.
Here are the meeting minutes as provided by the Elgin Committee of the Whole:
SPECIAL COMMITTEE OF THE WHOLE MEETING
May 7, 2016
The special Committee of the Whole meeting was called to order by Mayor Kaptain at 9:00 a.m.
in the Council Chambers. Present: Councilmembers Dunne, Gavin, Martinez, Powell (9:09
a.m.), Prigge, Rauschenberger (9:06 a.m.), Shaw, Steffen, and Mayor Kaptain. Absent: None.
City Manager Stegall provided opening comments regarding the format of the meeting. He
noted that the purpose was to ensure accountability in achieving strategic goals as they were
approved by the city council. Topics to be reviewed included a budget update, Code 2.0, Not-forProfit
(NFP) funding, and procedures to establish a Special Service Area.
NFP (Not-for-Profit) Funding
Mayor Kaptain provided a review of the issues facing the local not-for-profit agencies and the
efforts that have been made to assist them in serving their clients. The various agencies have
needs in the areas of marketing, accounting, and information technology.
Laura Valdez Wilson, Management Analyst, outlined the information that has been gathered to
date regarding the status of the not-for-profit agencies. She described the potential of a
centralized information technology system and a universal grant application form. There was
discussion regarding potential costs, contributing volunteer time, the level of the city’s
involvement, and next steps in this process.
Code 2.0 Update
Marc Mylott, Community Development Director made a presentation on the upcoming changes
to the Code department and community interactions. He outlined the shift to compliance from
enforcement and described the “Code Academy” program. A copy of the presentation is on file
in the City Clerk’s office.
There was discussion regarding how these changes would help to bring together technology and
neighborhood collaboration to promote a safe and healthy community. Also discussed was the
training and education for code compliance staff, how the changes would be communicated to
residents, and resources for residents that need assistance to achieve compliance.
Councilmember Gavin made a motion, seconded by Councilmember Powell, to move forward
with developing the Code Academy and other proposed code compliance policies for a trial
period. Upon a roll call vote: Yeas: Councilmembers Dunne, Gavin, Martinez, Prigge, Powell,
Rauschenberger, Shaw, Steffen, and Mayor Kaptain. Nays: None.
Committee of the Whole
May 7, 2016
Page 2
The Council held a brief recess from 10:25 a.m. – 10:36a.m.
Budget Update
Rick Kozal, Assistant City Manager, provided a presentation on the city’s budget and the impact
the state budget crisis. A copy of the presentation is on file in the City Clerk’s office.
Mr. Kozal reviewed of the different fund types and the restrictions of various funds. He also
provided a review of the general fund and various areas that could be identified as discretionary
spending within the general fund.
Areas identified as discretionary expenditures in the general fund included items such as training,
dues, conferences, tuition, transportation, contractual services, and boards and commissions.
Contractual services included such items as: Police Explorers, Hazardous Waste Curb Side
Pickup, Concerts in the Park, Fox Trot, economic development reports, newsletters, lobbyist’s
services and the Downtown Neighborhood Association (DNA). The total amount for these
discretionary items is $1,997,300 or 1.65 % of the General Fund Expenditure Budget.
The General Fund State Revenue streams include Local Governmental Distributive Fund
(LGDF), Motor Fuel Tax (MFT), State Sales Tax Sharing and Personal Property Replacement
Tax. These areas make up approximately 28% of the General Fund Revenue Budget. One
scenario for potential cuts from a state revenue source is the Local Governmental Distributive
Fund (LGDF). These reduction scenarios ranged from 15 % or an estimated $1,875,000 to 20%
or an estimated $2,500,000.
There was discussion regarding potential impacts on core services and other areas that could be
considered discretionary spending.
Procedures to Establish a Special Service Area
Corporation Counsel Cogley reviewed the legal frame work and the city council’s role in
establishing a special service area. He explained how the area is defined and how the boundary
is drawn. The steps to establish the special service area include the application, ordinances
proposing and establishing the area, notices and public hearings, issuance of bonds and extension
of a tax levy.
There was discussion on what entity completes the application, how foreclosed, church and
government properties are handled, how many votes are allowed per parcel, the objection
procedure, and the level of support from the impacted property owners.
Committee of the Whole
May 7, 2016
Page 3
Councilmember Shaw moved, seconded by Councilmember Steffen, to ensure that there was
51% support from the affected property owners. Upon a roll call vote: Yeas: Councilmembers
Dunne, Gavin, Martinez, Prigge, Powell, Rauschenberger, Shaw, Steffen, and Mayor Kaptain.
Nays: None.
Adjournment
Councilmember Shaw moved, seconded by Councilmember Steffen, to adjourn. Upon a roll call
vote: Yeas: Councilmembers Dunne, Gavin, Martinez, Prigge, Powell, Rauschenberger, Shaw,
Steffen, and Mayor Kaptain. Nays: None.
The meeting adjourned at 11:58 p.m.
s/ Kimberly Dewis May 25, 2016
Kimberly Dewis, City Clerk Date Approved
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